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Procurement Planning
Procurement planning includes the planning and tracking of goods and services required to carry out implementation activities for the projects. This is done to ensure good governance over project budgets and ensuring that goods/ services are available on time for the project activities to be implemented successfully.
Procurement Planning functionality in Amp Impact allows resource managers to manage a catalog The Procurement Planning functionality in Amp Impact allows organizations to plan and track Goods and Services required to carry out project activities. Typically, resource managers create and manage a Catalog of Goods and Services generally required to implement Projects. It also enables projects while project managers to indicate procurement requirements for implementation activities, so that the resource team can procure them in time.
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create and manage Procurement Requests to successfully complete project activities.
Additionally, the Procurement Planning functionality can be extended through declarative or custom development to meet other use cases of procurement planning
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, including product supply and demand
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analysis
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or other management requirements. Alternatively, other platform tools such as
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the “Procurement” by Salesforce Labs,
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“Ascent ERP” or “Financial Proforce Procurement” can be used for advanced
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Procurement Planning processes.
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Admin Note: |
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Procurement Planning in Amp Impact works with Implementation Plans |
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& Activities. Please ensure that you have Implementation Plans |
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& Activities set up in your Projects. |
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Manage Catalog Goods/Services
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Create & Manage a Catalog of Goods or Services
The “Goods/Services” object allows resource managers to create and manage a catalog of Goods and Services that can be requested, planned, or tracked for Activities. Each Good/Service can have an expected cost, preferred procurement method, and other details.
To create a new Catalog Good/Service, navigate to the Goods“Goods/Services Services” object tab and click Newclick “New”.
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Enter the ‘Good“Good/Service Name’Name”, and ‘Category’ “Category” of the Good“Good/Service Service” in order to save the record. Optionally, you can also add details like:
Description
Expected Cost
Procurement Method for Good/Service
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Update a Good/Service Record
If you need to update the details like Expected Cost or Procurement Methods “Expected Cost” or “Procurement Methods” for a catalog Good/Service record, you access it in the List View by clicking on the Goods/Services tab.
Locate the row of the Catalog Good/Service Service you would like to edit edit.
Select the 'Edit' “Edit” option from the list by clicking on the dropdown menu on the row.
Edit the field that should be updated, and click on Save the “Save” button
Request Goods/ Services required to implement Activities
Users can add Procurement Requirements to project Activities to indicate which Goods/Services are required to successfully implement them.
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Create & Manage Procurement Requests
The “Procurement Requirements” object allows project managers to indicate the goods and services needed to implement or execute an Activity.
To create a new Procurement Requirement, follow these steps:
Navigate to the Project record Click and click on the relevant Implementation Plan “Implementation Plan”.
Click on the Activity “Activity” that needs requires the Good/Service and navigate to the Activity record’s record's detail page.
Click on the ‘Related List’ “Related List” tab.
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Locate the ‘Procurement Requirement’ “Procurement Requirement” related list, and click on the ‘New’ “New” button.
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For a new Procurement Requirement, the Procurement Requirement ID and the Activity field will auto-populate.
To save a record, specify the Good/Service requiredService required.
Once the Good/Service has been selected, the value of Planned the “Planned Unit Cost Cost” is automatically pulled from Expected Cost the “Expected Cost” of the related Good/Service .
👷 Admin Note:
The following Flows are responsible for pulling the default value into the fields mentioned above:
Good Service Trigger Cost Field UpdatePopulate Procurement Requirement Cost Field TriggerUpdate Procurement Requirement Field
These Flows are packaged as templates and can be deactivated / modified by System Administrators.
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record.
Optionally, you can also add:
Number of Units Required and the Unit (of measurement)
Due Date for the required Good/Service to be assigned to the related Activity
Planned Unit Costs (if the value populated by default needs to be updated)
Actual Unit Cost
Procurement Status to indicate whether the procurement of required Good/Service has been Planned“Planned”, “Requested”, Requested“Approved”, Approved“Assigned”, Assigned or Unassignedor “Unassigned” (or another custom value).
Fulfillment Status to indicate whether fulfillment of the required Good/Service is Pending“Pending”, Partially Fulfilled“Partially Fulfilled”, or Completely Fulfilled“Completely Fulfilled” (or another custom value).
Please note that Planned Cost and Actual Cost “Planned Cost” and “Actual Cost” are formula fields that will auto-populate based on the following calculations:
Planned Cost = (Planned Unit Cost * Number of Units)
Actual Cost = (Actual Unit Cost * Number of Units)
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System Admin Note: There are a number of flows that control the cost calculations for Procurement requests. Review the Set Default Value of Planned Cost on a Procurement Requirement section in the Technical Enablement space to see the details and learn more about how to modify these flows for your organization. |
Once a Procurement Requirement has been approved,
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its Procurement Status can be updated to
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“Approved” or
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“Denied” depending on the results of
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its approval.
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System Admin Note: |
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The Approval Process for a Procurement Requirement is not packaged in Amp Impact |
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and this should be configured as per your |
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organization's use case. |
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Once a Good/Service has been procured, the following can be modified/updated:
Actual Unit Cost can be updated
Procurement Status “Actual Unit Cost”
“Procurement Status” can be updated to Assigned “Assigned”
Fulfillment Status “Fulfillment Status” can be updated to Partially “Partially” or Completely Fulfilled“Completely Fulfilled”.
The Program Manager project manager can edit the Procurement Requirement record and set the Procurement Status to 'Unassigned’ “Procurement Status” to “Unassigned” once the Activity does not require Goods/Services anymore.
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